{"id":548,"date":"2024-04-10T16:50:08","date_gmt":"2024-04-10T16:50:08","guid":{"rendered":"https:\/\/mastertheevent.com\/?p=548"},"modified":"2024-04-10T16:50:08","modified_gmt":"2024-04-10T16:50:08","slug":"event-checklist-determining-your-event-objectives","status":"publish","type":"post","link":"https:\/\/mastertheevent.com\/event-checklist-determining-your-event-objectives\/","title":{"rendered":"Event Checklist, Determining Your Event Objectives"},"content":{"rendered":"<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_65 counter-hierarchy ez-toc-counter ez-toc-grey ez-toc-container-direction\">\n<p class=\"ez-toc-title\">Table of Contents<\/p>\n<label for=\"ez-toc-cssicon-toggle-item-662d044fdac1a\" class=\"ez-toc-cssicon-toggle-label\"><span class=\"\"><span class=\"eztoc-hide\" style=\"display:none;\">Toggle<\/span><span class=\"ez-toc-icon-toggle-span\"><svg style=\"fill: #999;color:#999\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" class=\"list-377408\" width=\"20px\" height=\"20px\" viewBox=\"0 0 24 24\" fill=\"none\"><path d=\"M6 6H4v2h2V6zm14 0H8v2h12V6zM4 11h2v2H4v-2zm16 0H8v2h12v-2zM4 16h2v2H4v-2zm16 0H8v2h12v-2z\" fill=\"currentColor\"><\/path><\/svg><svg style=\"fill: #999;color:#999\" class=\"arrow-unsorted-368013\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"10px\" height=\"10px\" viewBox=\"0 0 24 24\" version=\"1.2\" baseProfile=\"tiny\"><path d=\"M18.2 9.3l-6.2-6.3-6.2 6.3c-.2.2-.3.4-.3.7s.1.5.3.7c.2.2.4.3.7.3h11c.3 0 .5-.1.7-.3.2-.2.3-.5.3-.7s-.1-.5-.3-.7zM5.8 14.7l6.2 6.3 6.2-6.3c.2-.2.3-.5.3-.7s-.1-.5-.3-.7c-.2-.2-.4-.3-.7-.3h-11c-.3 0-.5.1-.7.3-.2.2-.3.5-.3.7s.1.5.3.7z\"\/><\/svg><\/span><\/span><\/label><input type=\"checkbox\"  id=\"ez-toc-cssicon-toggle-item-662d044fdac1a\" checked aria-label=\"Toggle\" \/><nav><ul class='ez-toc-list ez-toc-list-level-1 ' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/mastertheevent.com\/event-checklist-determining-your-event-objectives\/#Event_Checklist_Tips_to_Complete_the_Conference_or_Event_Program\" title=\"Event Checklist Tips to Complete the Conference or Event Program\">Event Checklist Tips to Complete the Conference or Event Program<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/mastertheevent.com\/event-checklist-determining-your-event-objectives\/#Attractions_and_Tours\" title=\"Attractions and Tours\">Attractions and Tours<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/mastertheevent.com\/event-checklist-determining-your-event-objectives\/#AV\" title=\"AV\">AV<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/mastertheevent.com\/event-checklist-determining-your-event-objectives\/#Caterers_Decor\" title=\"Caterers &amp; Decor\">Caterers &amp; Decor<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/mastertheevent.com\/event-checklist-determining-your-event-objectives\/#Entertainment\" title=\"Entertainment\">Entertainment<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-6\" href=\"https:\/\/mastertheevent.com\/event-checklist-determining-your-event-objectives\/#Delegate_Gifts\" title=\"Delegate Gifts\">Delegate Gifts<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-7\" href=\"https:\/\/mastertheevent.com\/event-checklist-determining-your-event-objectives\/#Meeting_Services\" title=\"Meeting Services\">Meeting Services<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-8\" href=\"https:\/\/mastertheevent.com\/event-checklist-determining-your-event-objectives\/#Restaurants\" title=\"Restaurants\">Restaurants<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-9\" href=\"https:\/\/mastertheevent.com\/event-checklist-determining-your-event-objectives\/#Activities\" title=\"Activities\">Activities<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-10\" href=\"https:\/\/mastertheevent.com\/event-checklist-determining-your-event-objectives\/#Transportation\" title=\"Transportation\">Transportation<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-11\" href=\"https:\/\/mastertheevent.com\/event-checklist-determining-your-event-objectives\/#Venues\" title=\"Venues\">Venues<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-12\" href=\"https:\/\/mastertheevent.com\/event-checklist-determining-your-event-objectives\/#Final_Thoughts\" title=\"Final Thoughts\">Final Thoughts<\/a><\/li><\/ul><\/nav><\/div>\n\n<p>A meeting and event planner is one busy person. I\u2019ve said that so many times that even I know that I\u2019m sounding like a broken record now. But it\u2019s true. When I started to compile an outline of all the items that you would find on an event checklist I started to realize that there\u2019s no way to cover all of it in one article. So for part one of this article I\u2019m going to discuss the various components involved when planning outside events (by outside events I mean event activities occurring outside of the hotel portion of the program). As the title says, it\u2019s imperative that a planner establishes his or her event objectives.<\/p>\n\n\n\n<p>In other words, what is the planner trying to achieve and how will he or she go about planning for success.<\/p>\n\n\n\n<p>When you sit back and look at what\u2019s required to plan and execute a program you really start to understand why a meeting planner would hire a third-party for assistance. A destination management company (\u201cDMC\u201d), for instance, is design to help a meeting planner find the proper venues and suppliers to match the event\u2019s criteria. They are truly local experts (full disclosure here: I was a co-owner of a DMC).<\/p>\n\n\n\n<p>Once a meeting planner has booked the hotel, reserved the meeting room space and has arranged flights for the delegates, it\u2019s all over but the execution. Right? Wrong! It\u2019s these next steps that many meeting planners find frustrating, yet vital in determining their event\u2019s objectives<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"Event_Checklist_Tips_to_Complete_the_Conference_or_Event_Program\"><\/span>Event Checklist Tips to Complete the Conference or Event Program<span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<h3 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"Attractions_and_Tours\"><\/span>Attractions and Tours<span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<ul><li>Many meetings and events are held in popular destinations. As such many planners want to offer attractions and tours to give their delegates an overview of the locale. When planning for attractions and tours a planner needs to factor; distance from the hotel, the type of attraction that are of interest to the delegates, the day of the week the attraction or tour will occur, availability, etc.<\/li><\/ul>\n\n\n\n<h3 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"AV\"><\/span>AV<span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<ul><li>Depending on the type of event, a meeting planner will need to determine what component of his or her program will require audiovisual and where to find the necessary suppliers.<\/li><\/ul>\n\n\n\n<h3 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"Caterers_Decor\"><\/span>Caterers &amp; Decor<span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<ul><li>Many of the event\u2019s functions are social. Once the venue has been selected, a planner needs to turn his or her focus towards the food and beverage menu and the decor of the venue. Some of the factors to consider include; &nbsp;do they allow outside caterers, and what type of decorating is required to fit the theme.<\/li><\/ul>\n\n\n\n<h3 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"Entertainment\"><\/span>Entertainment<span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<ul><li>Entertainment for events can include; bands, comedians, children\u2019s events etc.<\/li><\/ul>\n\n\n\n<h3 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"Delegate_Gifts\"><\/span>Delegate Gifts<span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<ul><li>Types of gifts can include; awards, delegate gifts commemorating the event, keynote speaker gifts etc.<\/li><\/ul>\n\n\n\n<h3 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"Meeting_Services\"><\/span>Meeting Services<span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<ul><li>Meeting services can include; child care services, translation services, housing, and event production team, custom brokers, insurance requirements, photographers etc.<\/li><\/ul>\n\n\n\n<p>I often hear from meeting planners how early on in their careers they needed to become very good at separating activities that they themselves would like to do versus activities that are appropriate for their meeting\u2019s delegates. An event checklist is a personal list. Seldom will you find two that are similar. That\u2019s because each meeting and event planner has their own style and that is reflected in how they plan and execute events. Of course with experience comes ease of planning. By taking the time to plan all of the event objectives, a planner is providing a custom-made program tailored to the attendees.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"Restaurants\"><\/span>Restaurants<span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<ul><li>When considering restaurants, a planner needs to determine; how far from the hotel the group is willing to travel, the cuisine type, the meal period, prices, are private rooms required, can the group buyout the restaurant (exclusivity), is a patio required, available and is the restaurant wheelchair accessible.<\/li><\/ul>\n\n\n\n<h3 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"Activities\"><\/span>Activities<span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<ul><li>Many event planners build activities into their meeting programs to help with attendance. These can range from; sporting events, team building events, theater and other live entertainment, etc.<\/li><\/ul>\n\n\n\n<h3 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"Transportation\"><\/span>Transportation<span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<ul><li>In addition to airline travel event planning will, quite often, require; coaches for sightseeing tours, transportation to and from off-site events, transferring VIPs. The types of vehicles required are also crucial for this planning stage.<\/li><\/ul>\n\n\n\n<h3 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"Venues\"><\/span>Venues<span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<ul><li>Like restaurants, venues are often built into meeting and event programs because of their popularity. When considering venues a planner must consider; what style of venue will fit the group, when do they require the venue (i.e. lunch, dinner), the capacity, are outside caterers allowed, is the venue private and exclusive and is it wheelchair accessible.<\/li><\/ul>\n\n\n\n<h2 class=\"wp-block-heading\"><span class=\"ez-toc-section\" id=\"Final_Thoughts\"><\/span>Final Thoughts<span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p>If you had any doubts about just how hard a meeting and event planner\u2019s job was this article will surely put that to rest. However I can\u2019t tell you the number of meeting planners that I speak with at networking events that will tell me just how passionate they are about their job. With so many factors involved it\u2019s no wonder that an event planner is thrilled when his or her event goes off as planned. <\/p>\n\n\n\n<p>While there are many examples of an event checklist available, I always recommend to create your own checklist. It\u2019s not that the ones out there aren\u2019t good, in fact there are many great checklist to choose from. But over time a meeting planner will develop their own style and will want their checklist to reflect the way that he or she plans and executes events.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>A meeting and event planner is one busy person. I\u2019ve said that so many times that even I know that I\u2019m sounding like a broken record now. But it\u2019s true.<\/p>\n","protected":false},"author":1,"featured_media":0,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[1],"tags":[],"acf":[],"_links":{"self":[{"href":"https:\/\/mastertheevent.com\/wp-json\/wp\/v2\/posts\/548"}],"collection":[{"href":"https:\/\/mastertheevent.com\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/mastertheevent.com\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/mastertheevent.com\/wp-json\/wp\/v2\/users\/1"}],"replies":[{"embeddable":true,"href":"https:\/\/mastertheevent.com\/wp-json\/wp\/v2\/comments?post=548"}],"version-history":[{"count":1,"href":"https:\/\/mastertheevent.com\/wp-json\/wp\/v2\/posts\/548\/revisions"}],"predecessor-version":[{"id":549,"href":"https:\/\/mastertheevent.com\/wp-json\/wp\/v2\/posts\/548\/revisions\/549"}],"wp:attachment":[{"href":"https:\/\/mastertheevent.com\/wp-json\/wp\/v2\/media?parent=548"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/mastertheevent.com\/wp-json\/wp\/v2\/categories?post=548"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/mastertheevent.com\/wp-json\/wp\/v2\/tags?post=548"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}